On Spendesk, you can activate an additional module to check and pay your supplier invoices. If you are interested, contact your Customer Success manager for more information.
Working with freelancers is very handy when you need to reinforce a team or bring in specific expertise. However, paying your freelancers does not work quite the same way as paying your suppliers.
⚠️ Be careful: a freelancer is not an employee. Thus, his/her rights and duties are different from an employee.
Choosing between assignment or flat fee
Before working with your freelancer, you should start to define whether you are hiring him or her for a particular assignment or task (flat fee).
In the first case, the assignment often lasts several days or weeks (or even months in some cases) and can include several types of tasks.
For example, a designer hired on a two-month assignment may be able to redo your logo, create computer graphics or provide visuals for an advertisement. The quote should mention it, and both parties should be aware of the freelancer's scope to avoid any confusion.
It happens that for the missions, freelancers come to work at your office. In this case, we talk about on-site work, and they are on duty to take reasonable care of the project. Companies are fond of this organisation: it doesn't increase their payroll, but they have an expert on-site. On the freelancer's side, he/she receives a paid assignment over several weeks.
⚠️ Be careful: for on-site assignments, the freelancer may ask you to refund his/her markup fees. Don't forget to take them into account in your budget!
In the second case, the flat flee is less flexible, and the freelancer may refuse to carry out a task outside of your agreement. He has strict liability, and most of the time, the freelancer works at home.
Let's take the same example as above: your freelancer gives you a quote for your new logo. Once done, you can't ask him to design an advertising campaign. It's another task and therefore, another quote and another flat rate.
👉 Whichever solution you choose, check out about his/her hourly or daily rates and compare with other freelancers. Ask them for an estimate to avoid any unpleasant surprises!
Manage a freelance invoice with Spendesk
As a legal requirement, a freelancer has to send you a correct invoice. Otherwise, payment may not take place. But the good news is that on your side, as long as the invoice is compliant, you can add it on Spendesk just like any other supplier invoice!
Go to your Requests tab.
Click on the New Request button then Submit an invoice.
Add your invoice in PDF and let our OCR work.
Once the data is extracted from the invoice, check it and submit your request.
If you are not an Account Owner, your manager will have to validate it.
Then, the Finance team finds this invoice in the Invoices tab and can proceed to its payment in two steps :
Check the invoice: amount, freelance bank details, due date.
Pay the invoice: the repayment schedule shows you which invoices should be paid first. You can download the corresponding SEPA XML or .csv file and pay your invoice with your online banking account.
Once the invoice is paid, it is ready to be prepared for accounting export. Go to Payments > Prepare.